Request for Expression of Interest (EOI) for Enterprise Resource Planning (ERP) System

New clarification added: Question:Dear Sir/Madam,I am writing in regards to the Expression of Interest (EOI) with the Number EOI/2024/52228, titled "Request for Expression of Interest (EOI) for Enterprise Resource Planning (ERP) System," to express our interest in participating as a qualified ERP vendor.We appreciate the opportunity presented by this EOI and have dedicated significant time and resources to adequately prepare for participation in the process. However, due to the delayed acknowledgment of the EOI announcement, we kindly request an extension of the submission deadline for the above-mentioned EOI. An extension of 5 working days would greatly facilitate our preparation of the EOI and ensure that our submission meets the necessary standards.Thank you for understanding and favorable consideration of our extension request. We look forward to your response.Yours sincerely,Response:We understand the complexities involved in crafting a thorough submission and the need for adequate time to ensure its completeness. However, as the EOI was posted on 3 June with a closing date of 16 June, we believe the allocated timeframe provides sufficient opportunity for interested parties to prepare submissions for this EOI. While we cannot grant an extension at this time, should it become evident that additional time is necessary due to unforeseen circumstances or a lack of submissions, we may consider a brief extension closer to the deadline. 

New clarification added: Question:Dear Sir/MadamWe kindly request clarification on the following queries:Section 7 - Special Procurement Conditions and Additional Information●    Proposed implementation modality and approach. Such as ERP Vendor implementation, Joint bid with implementation partner/s, or Assisted Implementation whereby UNOPS resources implement functional / technical advisory services provided by the vendor / partners (only SaaS is provided).1. Regarding the requirements outlined in Section 7, could you please confirm whether Consortiums/Joint Bids are permitted in this Expression of Interest (EOI)? 2. Additionally, do we need to provide a detailed implementation modality and approach at this stage of the EOI, or is a simple YES/NO response sufficient? 3. Could you please confirm if we are allowed to utilize a reference of our subcontractor in our submission? ThanksResponse:Thank you for your interest.On question 1. Yes, joint bid is permitted.On question 2. We do require to know summary level information on the implementation modality and approach.On question 3. Reference should be directly related to the joint/sole bidders, not a third party. 

New clarification added: Question:3 Objective and Scope - Procure-to-Pay - Within Procure-to-Pay you refer to "Managing Supplier Relationship", can you please elaborate a bit what you are expecting within this topic, ex contract management, rfp's, master data, sourcing and more6.1.4 - project Financial Management - Can you please evolve the use for different calendars for projects (transactional vs agreement completion). Ex, could transactional be interpreted as period close handling of supplier invoices, expenses, allocations, depreciations etc, and agreement completion is when a project and/or project task is planned for completion6.2.1 - Core Procurement Functionality - We can support comprehensive analytical capabilities on aggregated levels. Can you please explain what "raw awards" is please.6.2.4 - Inventory & Sustainability - What type of inventory management do you need? Is it for internal use or for resale?2.2  - Investment revalulations / mark-to-market - Where do you expect to carry out revaluations/mark-to-market of investments? It seems the overarching ask is for accounting and reconciliation supporting all asset classes and currencies. There is no mention of investment revaluation activities which would lead us to believe that this happens in source systems so the ask is primarily "pass-through" accounting only. Is this understanding correct?Response:Q1 Response:Supplier Relationship Management refers to supplier interactions, automating and simplifying various aspects of the supplier relationship, from onboarding to payment. The following areas of functionality could be considered part of SRM: Self-Service Portal: An interface allows suppliers to initiate the onboarding process independently, reducing administrative overhead.Data Collection: Streamlined forms capture essential supplier information, including banking details, contact information, and relevant certifications.Compliance Checks: Automated screening against sanction lists and verification of banking details ensures compliance with regulatory requirements.Supplier Visibility: A dedicated supplier portal provides real-time access to all issued purchase orders, promoting transparency.Delivery Tracking: Integrated with logistics systems, the portal allows suppliers to track the progress of their deliveries against purchase orders.Invoicing: Suppliers can generate invoices directly within the portal, matching them to corresponding purchase orders and deliveries, expediting payment processing.Invoice Submission: Suppliers can submit invoices electronically, eliminating the need for manual processing and reducing the risk of errors.Invoice Matching: The system automatically matches invoices to purchase orders and delivery receipts, ensuring accuracy and preventing overpayment.Payment Tracking: Suppliers can track the status of their invoices and payments through the portal, providing visibility into outstanding payables.Remittance Advice: Electronic remittance advice provides detailed breakdowns of payments, facilitating reconciliation for suppliers.Retention Management: Visibility of retention amounts as per contractual agreements.Prepayment Management: Suppliers can request prepayments through the portal, subject to approval workflows.Bank Guarantee Management: Visibility to bank guarantees, ensuring they remain valid and accessible.Contact and Banking Details Management: Suppliers can update their contact and banking information directly through the portal, ensuring data accuracy.Q2 Response :Transactional periods are referred to as accounting periods. Projects will have their own reporting periods in relation to the agreement with donors.Q3 Response: It was a typo error, please read as awards.Q4 Response:A: Inventory Management could include the followingTracking: Quantity on Hand, Inventory Locations,Stock AdjustmentsInventory Movement: Goods Receipts,Goods Issues and TransfersPurchase Order Integration: Automatically update inventory levels upon receipt of goods from purchase orders.B: Usage is only internal use.Examples of Inventory items : Ammunition;Maintenance materials, including: Safety equipment: Safety helmet, footwear and gloves.Plant upkeep supplies: reparation tools.Strategic stockpiles;Spare parts for plant and equipment;Work in progress, Including:Educational/training materialLand and property held for sale;Explosives;Emergency Trauma Bags;Medical Items;Booklets and reading materials;Visibility Items;Project specific materials.Q5 Response: It is expected that investment accounting will take place outside of ERP and then integrated. However periodic (Monthly/Quarterly/Yearly) revaluation of Cash accounts and Non Cash (Assets and Liabilities) to take place in ERP using UN Treasury Rates.   

New clarification added: Question:In Section5 - Purpose of Expression of Interest of document named 'Request_for_EOI_ERP_2024_52228' , It is stated that purpose of this document is to seek Expressions of Interest (EOI) from eligible ERP solution vendors to participate in the ERP selection process.It is not clear if this EOI is for the product vendors like Oracle, SAP, Microsoft, workday, and others or for the implementation partners of these prodcuts. If this EOI is for implementation partners, can one implementation partner express interest  for more than one products if they have  capability and experience in implementing more than one product? Secondly, subscription cost of each products may have huge variation and hence what is your criteria of selection of products if more than one products meets your requirements.Thirdly, Would you prefer to route the licenses through the implementation partners or you have direct purchase agreements with ERP product vendors like Oracle/SAP/Microsoft/Workday. Response:This EOI is meant to be part of our market research for ERP products and not for implementing partners. As such, it is meant for us to get a comprehensive understanding of ERP products and their fit for our needs. It is expected that once the EOI is evaluated, we will call upon vendors to provide comprehensive demos of the product as well as a proof of concept for scenarios we will present.On your second question, as mentioned above, the EOI is meant for us to get a comprehensive understanding of ERP products and their fit for our needs. The EOI may be followed by a Request for Proposal to conduct a technical evaluation, followed by a financial evaluation. Please note that the market research phase that this EOI constitutes does not include financial assessments. It is meant for UNOPS to assess the extent to which suitable ERP products the market can meet UNOPS needs.On your third question, decisions regarding licensing are not part of this EOI process. Subsequent steps in the process will enable us to determine the most suitable procurement action to undertake. Please note that several ERP products have existing license agreements with other UN agencies that UNOPS is also able to avail of.